Executive Assistant & Board Coordinator

Jimmy Jazz; Seattle, Northern (WA, KY); Hybrid; USD 92,839,000 - 103,155,000; Full time

Job summary

Neighborhood House is seeking an Executive Assistant & Board Coordinator to provide comprehensive administrative support for staff, the NH Board, and the Executive Director. The role emphasizes organization, customer service, confidentiality, and collaboration across sites in Seattle and surrounding areas.

The position reports to the Office Services Supervisor and requires strong planning, problem solving, and independent work with competing priorities.

Qualifications

• AA in Business or related field; three years of office/office management experience
• Ability to manage multiple tasks and deadlines while maintaining accuracy
• Thrives in a culturally diverse, equity-focused workplace
• Proficiency in MS Office and PDF handling with Adobe Acrobat
• Strong written and verbal communication skills
• Dependable with sound judgment and initiative
• Excellent customer service and organizational skills; discreet with confidential information
• Ability to work under pressure and meet standards
• Reliable independent transportation for travel between sites

Responsibilities

• Office Management across the administrative office building, coordinating supplies, and maintaining spaces
• Board Support: compile packets, take minutes, update board roster
• Executive Director Support: calendar management, scheduling, and tech setup for meetings
• Coordinate communications, meetings, agendas, and event logistics
• Handle intake of donations, receipts, and administrative communications unnecessarily

Skills

Multitasking & organization

Communication skills

Teamwork & diversity

Discretion with confidential info

Customer service orientation

Deadline-driven

Education

AA in Business or related field

Tools

MS Office Suite

Adobe Acrobat

Job description

• Base Pay $32.40 - $36.00 / Hour
• Job Category Administration, Regular, 40 hours per week, 12 months per year
• Employee Type FT Non-Exempt

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of any employment visas.

Agency Overview

At Neighborhood House (NH), our vision is a healthy, diverse, and welcoming community, free of poverty and racism, where all people thrive. We serve nearly 13,000 individuals in Seattle/South King County in the areas of early learning, youth development, employment, health, housing, resource navigation, and aging adults. In addition to direct services, we use our experience and deep connection to our communities to advocate for equitable access to services, and policy changes that advance equity for all.

When one of us succeeds, we all succeed!

Neighborhood House is on a mission to becoming a multi-cultural, anti-racist agency. We are achieving this by sharing power, listening to and learning from each other and our communities, and working to repair past inequities. We are building a culture where equity is the foundation, inclusiveness is the default, and access for marginalized communities is the norm.

Our Agency Values include Community, Equity, Integrity, Relationships, and Sustainability. More information about our Agency Values can be found here .

Job Summary

The administrative staff at Neighborhood House is dedicated to providing exceptional, professional and timely support to staff, clients and the NH Board of Directors. We are searching for a top-notch Executive Assistant & Board Coordinator that shares our can-do attitude with strong clerical, organization and customer service skills.

The position requires superior interpersonal ability, excellent planning and organization, great attention to detail, the ability to shift direction in response to changing work situations, and the capability to work independently with several competing priorities. The Executive Assistant & Board Coordinator must provide exceptional internal and external customer service at all times. This position will report to the Office Services Supervisor.

Responsibilities

Office Management (45%)

• Take responsibility for all office functions at the administrative office building, ensuring orderliness and organization of common spaces, coordinating maintenance requests, ordering and monitoring supplies, and overseeing parking lots.
• Maintaining positive working relationships with partner agencies, vendors and contractors.
• Answering phone calls and coordinating phone coverage for the front door.
• Troubleshoot and triage staff questions and concerns; assist employees to find appropriate points of contact for various needs.
• Receive and distribute deliveries, distribute technology and received returned equipment from staff.
• Attend and participate in Operations and Site Lead meetings. In coordination with the Office Services Supervisor, Operations Director, and Facilities Director, ensure Weller, Raven Terrace, and the Wilcox Center meets Office Service Team standards.
• Attend and participate in Safety Committee meetings. In coordination with Office Services Supervisor and Operations Director, oversee safety and emergency preparedness at Weller, Raven Terrace, and the Wilcox Center. Train staff on site safety and emergency protocols.
• Plan special nonrecurring and ongoing projects, meetings and events: create agendas, reserve venues, coordinate refreshments, draft communications, maintain documentation and manage various other needs.
• Assist with administrative communications (emails, newsletters, meeting agendas, event calendars, etc.) to staff, clients, partners, funders, the Board of Directors and members of the general public.
• Handle intake of donations and other monies received. Complete daily receipts log.
• Responsible for purchase orders related to Office Services items including janitorial supplies, document shredding, and copier invoices.
• Site Lead responsibility for Weller, Raven Terrace and the Wilcox Center. This includes managing safety needs at the sites, office supply and janitorial supply ordering, and supporting staff requests.
• Maintain supplies and service calls for copy machines and postage machine

Board Support (25% )

• Support the Board of Directors with compiling board packets and taking meeting minutes for monthly board meetings.
• Maintain an updated roster of current Board members and share with Development.
• Track required Community Services Block Grant standards that involve Board approval or training
• Act as the main point of contact for Board members who may have questions, scheduling conflicts, etc.
• Work with the Volunteer Engagement Manager when new Board members are on-boarded to complete paperwork.
• Regular updates to OneDrive account with new documents.

Executive Director Support (30%)

• Assist Executive Director with scheduling meetings, setting up links for Zoom/Teams calls, and providing tech support for on-going meetings.
• Attend monthly Director team meetings, take notes, and follow up on action items
• Manage sensitive information with discretion while maintaining confidentiality.
• Sending out meeting reminders and organizing food delivery when necessary.
• Manage the Executive Director’s calendar including prioritizing the most urgent matters.
• Preparing communications on the Executive Director’s behalf.
• Act as the main point of contact for agency-wide emails.
• Creating surveys and managing survey responses and other tasks at the request of the Executive Director.
• Other duties as assigned.

Qualifications

Minimum Qualifications

• AA in Business or related field. Minimum three years of experience with office work and office management in a fast-paced, team environment, serving multiple individuals, or an equivalent combination of experience, education, and training
• Demonstrated ability to manage and organize multiple tasks and competing priorities, to work independently and meet deadlines while maintaining constant attention to accuracy.
• Demonstrated ability to thrive in a culturally diverse workplace dedicated to equity and inclusion.
• Proficiency in MS Office (including Word, Excel and Outlook) and experience creating and manipulating PDFs in Adobe Acrobat.
• Demonstrated strong written and verbal communication skills. Ability to communicate clearly and professionally.
• Dependability, promptness, good judgment, initiative and willingness to learn new skills.
• Superior customer service, organization and follow-through.
• Ability to handle confidential and sensitive information with discretion.
• Ability to work under pressure.
• Willingness to comply with the established agency performance standards which include: productivity/personal responsibility, client/customer service-orientation, embracing a team player orientation and maintaining a professional demeanor.
• Must have reliable, independent transportation for frequent travel between work sites.

Required Credentials

• Must pass Neighborhood House background check requirements.
• Position requires Washington State bi-annual criminal background re-check.
• Department of Early Learning portable background check.

Post-Hire on-the-job Training Requirements

• Current First Aid Certificate within 30 days of hire.
• Current CPR Certificate within 30 days of hire.
• Sexual Harassment Training within 30 days of hire.
• Child Abuse and Neglect training (within 2 weeks of hire).

Employment Practice

Neighborhood House is committed to diversity and to equal opportunity employment. As an equal opportunity employer, we support and follow federal, state and local laws prohibiting employment discrimination. Neighborhood House does not exclude, deny benefits to, or otherwise discriminate on the basis of race, age, sex, color, creed, religion, caste, disability, national origin, marital status, mental or physical ability including HIV status, height, weight, veteran status, military obligations, sexual orientation and expression of gender identity, or any other classification protected by law. Management and HR staff are committed to ensuring that all personnel decisions that affect employees, clients, volunteers, and board members are made in accordance with the equal employment opportunity principles of nondiscrimination.

For more information

Inquiries may be directed to People and Culture at [phone] or by e-mail to [e-mail].